Cover Letter

4. Cover Letter

What It Is

A formal letter addressed to the municipality's planning department (or Committee of Adjustment) that accompanies a development application. It introduces the application, summarizes what is being requested, and lists all enclosed documents.

Why It Matters

• First document the planner reads
• Sets the tone and frames the application
• Required as part of a complete application submission

Governing Law

• No specific statute requires it, but municipal submission checklists always include it
• Follows general professional practice in Ontario planning

Structure

[Date]

[Recipient Name and Title]
[Municipality / Committee of Adjustment]
[Address]

RE: [Application Type] — [Property Address]
    [Legal Description]
    [Application Number, if known]

Dear [Name / "Members of the Committee"],

PARAGRAPH 1: Introduction
- Who you are (applicant or agent)
- What you are applying for
  (minor variance / ZBA / OPA / site plan / consent)
- Property address and legal description

PARAGRAPH 2: Property Description
- Current use, lot size, zone, OP designation

PARAGRAPH 3: Proposal Summary
- What is being built/changed
- Key statistics (height, units, GFA, parking)

PARAGRAPH 4: Variances or Amendments Requested
- List each variance with by-law section reference
  and magnitude

PARAGRAPH 5: Planning Justification (Brief)
- 2-3 sentences on why this is good planning
- Reference the planning rationale for full analysis

PARAGRAPH 6: Enclosed Materials
- Bulleted list of all documents submitted

PARAGRAPH 7: Closing
- Request for approval
- Contact information for questions

Sincerely,

[Name]
[Title]
[Contact Information]